User guide
People and access
Inviting colleagues, the two things access is made of, and how to give a regional manager exactly the premises they look after and nothing else.
For: Owners · About 7 minutes to read
Only an owner can invite people, change what they can see, or remove them. Everything on this page is done from Settings → People and access.
Access is two separate questions
They are deliberately not the same setting, because they answer different things.
| What it decides | Values | |
|---|---|---|
| Role | Whether this person administers the organisation — invites people, changes access, manages groups. | Owner or Team member |
| Access | How much of the estate they can see at all. | The whole organisation, or only named premises and groups |
An owner always sees the whole organisation. There is no such thing as an owner who sees part of it — the database normalises it away, so it cannot be created by any route, including a crafted request.
That gives you three people in practice:
- Owner — sees everything, administers everything, can buy and change the subscription.
- Member with full access — sees every premises, can add premises and manage billing, cannot invite people or change anybody's access.
- Member with scoped access — sees only the premises and groups you name, and nothing else. Cannot buy, cannot add premises, cannot manage people.
Inviting somebody
Enter their email address, choose their role and access, and — if they are scoped — tick the groups or premises they should see. They get an email with a link.
Three things worth knowing about that link:
- It only works for the address it was sent to. Forwarding it to a colleague achieves nothing; they cannot redeem it. This is checked when the invitation is accepted, not merely hidden in the interface.
- We cannot show it to you again. Only a hash of the token is stored, so if the email is lost the fix is to send a fresh invitation, not to look the old one up.
- They are not asked to accept your agreement with us. A person you invite is a User, not a party to the contract — clause 3(a) of the Acceptable Use Policy says so, and the acceptance gate behaves accordingly.
You can revoke an invitation that has not been used.
Groups
A group is a named set of premises — North region, Deanery of Elmbridge, Leisure centres. Two uses:
- Granting access in one move. Scope somebody to the group and they see every premises in it, including ones you add to the group later.
- Reading the estate. The dashboard can be filtered to one group at a time. The roll-up is not broken down by group — it lists every premises the person exporting it can see.
Groups are flat — a premises is in one group, and groups do not nest. A diocese wanting region → deanery → parish cannot have it today. That is a deliberate limit rather than an oversight: nesting makes "who can see what" a question with a recursive answer, which is a question nobody can reason about confidently at two in the morning.
Changing or removing access
Change somebody's role, access or scope from the same screen; it takes effect immediately. Removing somebody removes their access to the organisation — it does not touch anything they recorded, because those records belong to the organisation.
An organisation cannot be left without an owner. Removing the last one, or demoting yourself when you are the only one, is refused. If you are handing over, make the other person an owner first.
Who can see key-holder contacts
The people you invite, according to the access you gave them — and ITSM Ltd's directors, through the administrative access described in section 8 of the Service Schedule. Nobody else is given access. Our database and hosting providers store and carry the contacts for us, as that section explains, and a downloaded pack or evidence export contains them, so anyone you give one to can read them.
This is worth being deliberate about. A premises profile holds capacity, layout, exits, assembly points and the mobile number of whoever holds the keys. Scope people to what they actually look after — not because the product nags you to, but because that list is worth handling carefully.